Office Assistant

**1. Position Summary**

**2. Key Responsibilities**

**A. Office Maintenance & Housekeeping**
- Daily cleaning and upkeep of office areas, including reception, workstations, meeting rooms, corridors and pantry.
- Dusting furniture, wiping desks, windows, and cleaning floors with appropriate cleaning agents.
- Disposing of garbage and ensuring hygiene in common areas.

**B. Pantry Support & Hospitality**
- Preparing and serving tea, coffee, water, or other refreshments to employees and office guests.
- Monitoring pantry items such as milk, tea, sugar, cups, and reporting low stock levels.
- Cleaning and maintaining utensils, pantry counters, and related areas.
- Supporting catering arrangements during meetings, conferences, or special events.
- Keeping track of pantry consumption logs.

**C. Clerical & Administrative Assistance**
- Photocopying, printing, scanning, and binding of documents as per instructions.
- Supporting the filing and organizing of physical documents.
- Running errands such as collecting/delivering documents to other departments, government offices, banks, vendors, or clients.
- Assisting in basic office tasks such as affixing labels, stapling, sealing envelopes, and sorting documents.

**D. Records & Log Maintenance**

Maintain and assist in updating various administrative registers, including:

- **Pantry Usage Log** - Daily refreshment counts and special requests.
- **Courier & Dispatch Log** - Incoming/outgoing mail, parcel details, and acknowledgment.
- **Stationery Issuance Log** - Tracking office supplies issued to employees.
- **Cleaning Checklist** - Signing off tasks completed in various areas.
- **Errand Log** - Documenting outside tasks with destination, time out/in, and purpose.
- **Filing Record Log** - Supporting the tracking and movement of files.
- **Meeting Room Usage Log** - Bookings, setup times, reset checklists.

**E. Inventory & Stock Management**
- Maintaining inventory of office supplies (pens, notepads, files, printer paper, etc.) and pantry consumables.
- Monitoring stock levels and reporting shortages.
- Assisting Admin in organizing and labeling supplies.
- Supporting monthly inventory reconciliation processes.

**F. Meeting Room Preparation & Reset**
- Ensuring cleanliness and arrangement of meeting rooms before and after use.
- Placing required materials like whiteboards, markers, notepads, water bottles, etc.
- Supporting AV or presentation setup if trained.
- Keeping track of meeting room usage through booking registers.

**G. Logistics & Errands**
- Collecting or delivering documents, cheques, and parcels from/to banks, courier agencies, vendors, and government offices.
- Coordinating with courier personnel and ensuring proper handover with tracking records.
- Performing internal deliveries within departments or desks

**3. Required Skills & Competencies**

**A. Soft Skills**
- Punctuality and time management
- Discipline and high level of integrity
- Polite, respectful, and service-oriented behavior
- Willingness to multitask and learn
- Ability to follow instructions properly

**B. Basic Literacy & Documentation**
- Ability to read and write basic English and/or local language (English/Hindi/Telugu)
- Clear handwriting for register entries
- Familiarity with alphabetical and date-based filing systems

**C. Physical Fitness**
- Ability to lift lightweight packages (up to 10 kg)
- Capability to stand, walk, and perform cleaning or delivery tasks for extended periods

**4. Education & Experience**
- **Minimum Qualification**: SSC / 10th Grade Pass
- **Preferred**: Intermediate/PUC or vocational training certification
- **Experience**:

- 5 to 10 years in a similar role in an office, banking, corporate, or hospitality environment
- Prior experience in basic clerical and housekeeping tasks is preferred

**5. Tools & Equipment Used**
- Photocopier, scanner, printer, stapler, paper cutter
- Pantry appliances: kettle, water dispenser, fridge, microwave
- Filing systems: folders, binders, labels
- Logbooks, registers, checklists (physical or basic Excel formats)

**6. Reporting & Supervision**
- **Reports To**: Admin Manager and/or HR Executive
- **Receives Instructions From**: Admin staff, Reception, and Department Coordinators
- **Works With**: Housekeeping team, pantry staff (if applicable), courier partners, office employees

**7. General Conduct & Code of Work**
- Maintain a neat and well-groomed appearance (uniform if applicable)
- Wear ID badge while on duty
- Respect workplace confidentiality and do not open files/documents without permission
- Avoid use of mobile phone during work hours unless work-related
- Always act in a courteous and helpful manner, especially in front of guests or clients
- Comply with all health and safety guidelines set by the office

**8. Evaluation & Growth**
- Performance will be reviewed based on:

- Timeliness and discipline
- Cleanliness and upkeep quality
- Accuracy of records maintained
- Responsiveness to assigned dutie